Business Office Manager

Commonwealth Senior Living at Kilmarnock•Kilmarnock, VA

About The Position

The Business Office Manager oversees the community’s administrative and business functions and assists the Executive Director in keeping administrative activities running smoothly. As a frequent first point of contact for guests, visitors, and vendors, the manager is expected to maintain a courteous, professional manner and appearance. The role serves as a liaison for accounting and human resources, supports community leadership with administrative and employee matters, and oversees staffing and recruiting processes in coordination with the community’s Talent Acquisition Specialist. Responsibilities include maintaining records, coordinating hiring and onboarding steps, and handling business-office tasks such as data entry, deposits, supply orders, and communications with the Home Office.

Requirements

Minimum associate degree; a bachelor’s degree is preferred.
Ability to read, write, speak, and understand English.
Intermediate to high skill level with computer application systems.
Comfort using a multi-line telephone system to answer calls, take messages, and transfer calls.
Acceptable driving record; a driver is required.
Solid organizational skills and ability to meet deadlines.

Nice To Haves

Experience in an administrative position and/or bookkeeping.
Experience in payroll, accounts payable, and/or accounts receivable.
Bachelor’s degree.

Responsibilities

Assist department heads, as needed, with entering appropriate data in Yardi.
Supervise, coach, and mentor the Receptionist.
Serve as the community point of contact for Human Resources and accounting situations.
Prepare memos, correspondence, reports, and other documents as requested.
Maintain current files of residents, resident emergency telephone numbers, and emergency contact numbers for on-call personnel and department extensions.
Maintain confidentiality of pertinent resident information and protect resident rights.
Maintain knowledge of community services and rates.
Make bank deposits daily.
Maintain Resident Fund Accounts, if applicable.
Perform administrative tasks in Yardi as approved by the Executive Director.
Compile data for the Home Office as approved by the Executive Director.
Reconcile and transmit petty cash reimbursement requests bi-weekly, if applicable.
Mail invoices, VEC Separation Reports, garnishments, and other items to the Home Office in a timely manner.
Track household-account receipts, attach them to check stubs, and mail them to the Business Office monthly.
Handle semi-monthly supply orders for office, nursing, housekeeping, uniforms, and other needs.
Create and maintain a warm, personally attentive, positive, professional, and confidential atmosphere.
Assist and support management and the leadership team with handling and resolving Human Resources issues.
Inform the Executive Director and/or Human Resources Department about employee-relations issues within the community.
Serve as the community’s Human Resources subject matter expert and participate on project teams.
Partner with the Executive Director in managing benefits education and administration.
Partner with Risk Management on Workers Compensation claims to support appropriate employee care and cost management.
Assist employees with internal and external transfer requests and procedures.
Coordinate and track Jump Start orientation for all new hires.
Ensure accurate maintenance of employee records and files, including I-9s, new-hire paperwork, performance reviews, and disciplinary actions.
Work closely with the community’s Talent Acquisition Specialist.
Monitor and assist managers and supervisors with hiring processes and issues.
Submit job requisitions through Formstack based on community hiring needs.
Attend weekly or bi-weekly calls with the Talent Acquisition Specialist.
Coordinate and administer pre-hire screening, including drug screens, reference checks, background checks, motor vehicle checks, and Social Security number verification.
Facilitate interdepartmental transfers and promotions, as well as transfers or promotions to other communities.
Oversee employee selection and offer processes to ensure proper procedures are followed.
Ensure interviews follow recommended guidelines, use consistent screening criteria, and ask only job-related questions.
Ensure drug screening and background checks are completed in accordance with CSL policy.